Executive Assistant

Position Summary

The Executive Assistant to the Chief Operating Officer will provide senior-level administrative and operational assistance in a busy, fast-moving setting within a large pharmacy organization. This role acts as a dependable partner and liaison for the COO, helping protect time, manage communications, and keep priorities on track. The right person will be highly organized, proactive, detail-focused, and able to stay ahead of needs while handling multiple urgent tasks at once.

The role is based in the Dallas area, including Plano and nearby communities, and includes occasional travel to company locations, conferences, and executive meetings when required.

Key Responsibilities

Executive Support

• Oversee a constantly changing calendar, including meetings, events, and travel across several time zones.
• Arrange detailed domestic and international travel, such as flights, lodging, ground transport, and meeting schedules.
• Prepare, submit, and reconcile expense reports quickly and accurately, following company guidelines.
• Act as the main contact for internal and external stakeholders requesting access to the COO, handling communication with professionalism and confidentiality.
• Stay ahead of executive needs by assembling background documents, presentations, and meeting or travel briefs in advance.
• Host clients and leadership meetings and coordinate events as needed.

Operational Coordination

• Develop and polish executive presentations, reports, and communications using Microsoft PowerPoint, Excel, and Word.
• Monitor important initiatives and follow up to keep work moving toward strategic goals and deadlines.
• Help coordinate efforts between the COO’s office and teams including Operations, HR, Finance, and Compliance.
• Write emails, memos, and summaries with strong attention to tone, accuracy, and detail.
• Support planning for executive meetings, leadership off-sites, and company events, making sure logistics and materials are handled smoothly.

Cross-Functional and Team Support

• Work with other Executive Assistants and cross-functional partners to maintain clear communication and leadership alignment.
• Provide administrative and coordination help to other senior leaders or departments when needed.
• Protect sensitive information and manage confidential matters with the highest level of discretion.

Qualifications

• At least 5 years of experience supporting executives: Demonstrated background assisting C-level leaders with administrative, strategic, and operational responsibilities.
• Strong executive presence and communication skills: Comfortable interacting professionally with senior leaders, board members, and outside stakeholders.
• Travel flexibility: Willing to travel up to 20% for executive meetings, off-sites, and key business activities.

Benefits

• 401(k) plan
• Dental coverage
• Health coverage
• Paid time off
• Vision coverage